Collaborative Case Management of Young People in Custody
(JJCW (Custody) Operating Manual Version Two)
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Table of Contents
Background, Purpose and Process 3
Caseworker Collaboration 5
Custodial Case Management Stages 8
Acronyms and Flowchart Key 8
Admission and Assessment: 9
Flow Chart 1: Bail refused by Police 10
Flow Chart 2: Bail refused – Next court date within two weeks 11
Process Map 12
Ongoing Case Management: 14
Flow Chart 3: Bail refused – Total remand period exceeds two weeks 15
Flow Chart 4: Young person receives control order and/or is on remand at time of sentence 16
Process Map 17
Discharge & Exit: 22
Flow Chart 5: 8 weeks prior to planned discharge 23
Process Map 24
Notes Page 27
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Background
Introduction of caseworkers in custody
In July 2017, 22 caseworker roles were added to the staffing structure of JJNSW custodial
centres. The caseworker role was introduced to enhance case management practice and to
strengthen transition and exit processes for young people moving between custody and
community environments.
The JJCW (Custody) balances providing support for the safe, secure and smooth operation
of each centre with operationalising the principles of effective rehabilitative case
management (as outlined in the JJNSW Case Management Policy).
Case management in custody aims to align and seamlessly interface with case management
in community to ensure young people experience a consistent approach and are provided
with an evidence based and effective continuum of rehabilitative services across the two
environments.
The JJCW (Custody) Manual and Action Learning Project
Version one of this manual was introduced in conjunction with commencement of the JJCW
(Custody) role as a means of providing an outline of functions and responsibilities. In the
absence of the JJCW (Custody) role in procedure, version one superseded all other
procedure related to case management of young people in custody, with the intention of
trialling proposed functions prior to cementing the role in procedure.
The JJCW (Custody) Action Learning Project provided a structured mechanism for
continuous improvement through rolling consultation and trialling of alternative approaches,
with JJCWs (Custody) and their managers providing input regarding the operational viability
of proposed functions outlined in the manual. Consultation and feedback from
representatives in other roles was also sought through the Community Procedures Review
Committee (PRC), Custodial Consultation Committee (CCC), Regional Partnership
Programs/Conferences, quarterly Senior Practice Officer forums and quarterly JJ Leadership
and Centre/Area Managers meetings.
Consultation on Version Two of the JJCW (Custody) Manual
In addition to rolling consultation on version one, feedback was sought on the draft of version
two, with employees across numerous different roles providing input through this process.
This input was collated and collectively analysed by the Operations Unit (Custody,
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Community, Youth Justice Conferencing and Practice Teams), before this final version was
put forward to the Executive Leadership Team (ELT) for endorsement.
Purpose
Outlining functions and responsibilities in the absence of procedure
Consistent with version one, the purpose of version two of the JJCW (Custody) Operating
Manual (entitled ‘Collaborative Case management of Young People in Custody’) is to
provide an outline of the functions and responsibilities of the JJCW (Custody) role as at time
of release (July 2018).
Since the introduction of caseworkers in custody, routine procedural review (conducted by
the Operations Unit) has incorporated integration of the role, with many procedures now
including the JJCW (Custody) role (Detainee Risk Management Plans Procedure,
Admissions and Discharge Procedure, Parole Policy and related procedure, and Community
Supervision for 18 and Over Policy and related procedure). Version two of the manual
reflects consistency with policy and procedures updated since introduction of the JJCW
(Custody) role.
The manual provides a series of process maps and flowcharts that deliver clear guidelines
around allocation of responsibilities and tasks assigned to the JJCW (Custody) role;
however, this document is relevant to all roles involved in case management of young
people detained in JJNSW centres.
The functions and responsibilities of JJCWs (Custody and Community) outlined in this
manual will be progressively added to all relevant policies and procedures. Once all
functions, tasks and processes outlined in this manual are embedded in JJNSW policy and
procedure, it will be retired.
Informing incremental review and update to procedure
The intention is to continue to trial functions in order to provide direction for procedure review
and update into the future. Based on the various mechanisms of feedback, changes have
been made to some tasks and further guidance provided, particularly in the area of
collaboration between JJCW’s.
As policies and procedures are incrementally reviewed, feedback will be sought as to
operational viability of functions and responsibilities as outlined in this manual. This
consultation will primarily occur through the Community Procedural Review Committee
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(PRC) and Custody Consultative Committee (CCC), however feedback can also be provided
at any time through the Operations Support email address:
Once all procedures relating to the roles and responsibilities of the JJCW (Custody) role are
formally cemented in procedure, this manual will be rendered obsolete and will be retired.
Caseworker Collaboration
The JJNSW Case Management Policy (2016) highlights collaborative practice as a core
principle of effective case management.
With young people now assigned both a JJCW (Custody) and a JJCW (Community),
caseworker collaboration also provides the foundation for applying all of the principles of
effective case management in JJNSW as outlined in the JJNSW Case Management Policy,
namely case management that is:
based on sound assessment
collaborative, client-centred and values children/young people’s agreement to
partake in the processes at all times
addresses and is responsive to individual needs
is informed by approaches and includes interventions that are evidence-based
fosters children/young people’s skills, strengths, self-determination and self-efficacy
takes into account children/young people’s culture, perspective, abilities, social
context and developmental stage
includes children/young people’s family and other support systems
respects the rights and dignity of children/young people
adapts to changes in children/young people’s priorities and circumstances
is time-limited and delivered in a timely manner
is supported by good record keeping
A collaborative and coordinated approach to applying these principles across the custody-
community continuum is fundamental to enhancing case management and strengthening the
transition and exit processes for young people moving between different environments (the
rationale for the introduction of custodial caseworkers) and is critically linked to achieving the
division’s broader purpose of ‘empowering young people to fulfil their potential without
offending’.
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Collaborative Case Management in practice and determining lead Case Management
The JJNSW Case Management Policy (2016) highlights that in practice, case management
involves coordinating services and interventions to help children/young people reduce
reoffending and build their capacity to achieve positive life outcomes.
Coordinating services for young people in custody and maintaining continuity and seamless
transition of services across JJNSW requires caseworkers to build and maintain strong
professional working relationships with each other.
Decision making around case management should always be responsive and informed by
the best interest of the young person. However on the whole, determining which JJCW is
responsible for taking lead case management is informed by the length of time a young
person has spent in custody and their planned discharge date. Unless there is a clear
rationale otherwise, handover of lead case management from the JJCW (Community) to the
JJCW (Custody) occurs once the young person has been held in custody for two weeks,
whilst transition of lead case management back to the JJCW (Community) occurs two
weeks prior to discharge from custody.
The JJCW with lead case management is responsible for coordinating the primary practices
of case management as outlined in the JJNSW Case Management Policy (2016), however
should always enact this role in close collaboration with their custody or community
counterpart.
What does effective collaborative and coordinated case management look like?
An effective collaborative and coordinated case management partnership between custody
and community JJCWs is evidenced by practice not limited to, but including:
- Caseworkers communicating with each other as expediently as possible when a young
person enters custody, with initial contact identifying any outstanding or partially
completed case management tasks and agreement regarding who is responsible for
completing these tasks, as well as the anticipated time frame (e.g., partially completed
YLSI/CMI-AA to be completed by JJCW (Community) within one week).
- Caseworkers meeting each other face-to-face wherever the opportunity arises (e.g.
when visiting a young person in custody or in association with case conferences).
- Both caseworkers actively participating in the development of case plans, case plan
reviews and case conferences.
- Both caseworkers keeping up to date and comprehensive records- to avoid duplication,
the caseworker with lead case management responsibility should take responsibility for
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documenting case management tasks (e.g., case plans, case plan review notes and
case conferences), however both caseworkers are responsible for case noting their
contact and all follow-up actions required of them.
- Caseworkers recording reasons for scoring each domain of the YLSI/CMI-AA (to provide
context and avoid assessment duplication).
What if it’s not working?
Regardless of who has lead case management, it is the responsibility of both caseworkers to
build and maintain a working relationship with each other. It is an expectation that it is clearly
evident that both caseworkers maintain input into the young person’s case management and
that the young person’s best interest is at the forefront of practice and decision making.
It is expected that caseworkers will discuss and resolve matters that arise in their working
relationship as dual case managers. Any matters that cannot be resolved by caseworkers
themselves should be escalated to Assistant Managers accompanied by an explanation of
what actions have been taken to achieve resolution.
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Custodial Case Management Stages
1) Admission, Induction & Assessment: Processes associated with general admission of
a young person entering custody and intensive bail intervention for a young person on
remand up to two weeks.
2) Ongoing case management: Ongoing case management processes applied to any
young person in custody beyond two weeks.
3) Discharge and Exit: Processes associated with discharge of a young person exiting
custody.
AcronymsJJCW (Custody) Juvenile Justice Caseworker in Custody
JJCW (Community) Juvenile Justice Caseworker in Community
YP Young person
AMCS Assistant Manager Client Services
AM Assistant Manager
UM Unit Manager
SS Shift Supervisor
AO Admissions Officer
KW Keyworker
FaCS Family and Community Services
S28 Section 28
ITC Report Information to Court Report
CSM Client Services Meeting
CAM Client Assessment Meeting
YLS-CMI/AA Youth Level of Service – Case Management Inventory Australian Adaptation
BGR Background Report
SYORP Serious Young Offenders Review Panel
DRMP Detainee Risk Management Plan
Flowchart Key
Document to be completed by JJCW (Custody)
Transition from / to other flowchart
Non JJCW (Custody) specific process or action
Document to be reviewed and/or actioned by JJCW (Custody)
Court outcome
JJCW (Custody) specific process or action
Other outcome
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Admission &
Assessment
Admission & Assessment
Ongoing Case Management
Discharge & Exit
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The JJCW (Community) will lead the remand intervention for a young person’s initial and subsequent release applications. The JJCW (Custody) will assist with this process and coordinate the young person’s involvement.
If a young person is granted bail they will either be provided with JJ supervision by a JJCW (Community) or no supervision will be required.
If a young person is subject to a s28 bail, the JJCW (Community) retains lead. The JJCW (Community), the JJCW (Custody), and FaCS Caseworker (where applicable) work collaboratively towards the conditions of the s28 bail being satisfied and the young person being released.
If a young person is bail refused, they return to custody and custodial case management progresses to the ongoing case management stage (Flowcharts 2 and 3).
Flowchart 1: Bail Refused by Police
ARRESTED
BAIL REFUSED (by police)
Admitted to CUSTODY
COURT
Bail Granted/Matter Finalised
Section 28 Bail Refused
No JJ supervision
JJ supervisionReturn to Custody
Detainee Risk Questionnaire
Liaise with Intake Officer/JJCW
(Community) and provide support for Court process and
remand interventions
Flowcharts 2&3
Key
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If a young person is remanded to custody with less than two weeks until next
court appearance:
The JJCW (Community) retains lead case management responsibility with the support of the JJCW
(Custody)
This is a period of information gathering.
Case management is focussed on identifying and responding to immediate needs.
Classification of the young person occurs.
Young person may attend education and other programs (subject to risk assessment/classification).
Young person is placed on the incentive scheme.
The JJCW (Custody) attends and participates in the YP’s weekly CAMs as needed.
The JJCW (Custody) attends and participates in the YP’s weekly CSMs.
The JJCW (Community) leads coordination of remand interventions. The JJCW (Custody) assists
with this process and coordinates the young person’s involvement.
If the young person has no current assessment the JJCW (Custody) completes the YLS/CMI-SV in
collaboration with JJCW (Community).
Flowchart 2: Bail refused – Next Court Date within two weeks
ADMISSIONDetainee Risk Questionnaire
CLASSIFICATIONREFERRALS Psych Justice Health Education
INCENTIVE SCHEME
Weekly Client Assessment meeting
(CAM)
Weekly Client Services Meeting
(CSM)
No JJ supervisionJJ supervision
COURT
Bail Refused
Return to Custody
Review documentation
Encourage young person’s understanding and participation
Attend
Gather and share information in relation to immediate risk and needs
Remand Intervention & Initial Assessment
Liaise with JJCW (Community):
Support to action remand interventions
Case management update and handover
YLSI-SV (if YP has no
previous assessment)
Flowchart 3Liaise with JJCW (Community) - case management update and handover
Liaise with Intake Officer/JJCW
(Community) and provide support for Court process and
remand interventions
Information to Court (ITC)
Coordinate custody input
Bail Granted/Matter Finalised
Key
PROCESS TASKS WHEN TIMEFRAME
ADMISSION
&
ASSESSMENT
Review case allocations CIMS Daily Routine First daily task
Case management update/handover with JJCW (Community)
If no JJCW (Community) listed, bring to attention of AM
Routine activity when assigned new
admission
Within 2 business days of case allocation wherever possible
Review Detainee Risk Questionnaire (DRQ) and other documentation entered on CIMS
Administer YLS/CMI-SV and record on CIMS if all criteria met:
1) No current or previous YLS/CMI-AA recorded on CIMS 2) No previous convictions and no plea of guilty entered 3) No BGR ordered
Review referrals made on admission in CIMS and make further support referrals where appropriate. Support and monitor YP’s referrals to:
Education (school)
Justice Health (clinic)
Psychologist
BAIL
Review remand interventions completed on CIMS.
Liaise with JJCW (Community)/Intake Officer (who lead remand interventions) and support completion of outstanding remand intervention tasks, facilitating YP involvement wherever possible.
YP court date
< 2 weeks
Within 1 business day of case allocation (except Control Order)
Provide the JJCW (Community) with information relevant to the Information to Court Report - Bail.
Explain/provide update information to YP where appropriate and possible.
When ITC Report is requested
As per court’s requirement
Assist JJCW (Community) to address YP’s bail refusal risk and/or meeting S28 bail requirements.
YP refused bail or subject to S28 bail
Within 1 business day of bail refusal.
Admission and Assessment Process Map
12
PROCESS TASKS WHEN TIMEFRAME
BAIL
Liaise with JJCW (Community)/Intake Officer and FaCS CW to facilitate YP entering into bail agreement at the point they meet S28 bail requirements.
Explain bail agreement to YP and family wherever possible.
YP subject to S28 bail
Immediate and repeat every 2 days
Case management update/handover with JJCW (Community).
If YP released with JJ supervision
1 working day after YP released on bail
INCENTIVE SCHEME
Work collaboratively to support YP to understand and participate in Incentive Scheme.
YP’s next Court date is over 3 days away
Within 1 business day of case allocation
Attend YP’s weekly CAMs where appropriate:
Support YP’s participation and understanding
Contribute to determination of incentives and movements between stages.
Assist YP to identify strategies that will assist them to maintain positive behaviour in collaboration with KW.
Attend to any follow-up actions
Bail refused and YP’s next Court date is over 3 days away
Weekly scheduled meeting day and time
CSM
Attend weekly CSM meeting:
Gather and share information in relation to YP’s immediate case management.
Provide observation and feedback to inform CSM risk assessment.
Bail refused and YP’s next Court date is over 3 days away
Weekly scheduled meeting day and time
ARUNTA & VISITORS
Arunta and Visitor requests are entered into CIMS for Centre approval by the receiving contact officer (Community and/or Custody) Refer to Facilitating Contact with Family / Significant Others procedure
If contact is requested by YP or family / significant
other
Immediate
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Ongoing Case
Management
Admission & Assessment
Ongoing Case Management
Discharge & Exit
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Once a young person has been remanded in custody
for a period exceeding two weeks, lead case
management responsibility shifts to the JJCW
(Custody), who commences longer term custodial case
management activities including:
Flowchart 3: Bail refused – total remand period
exceeds 2 weeks
YLS/CMI-AA: Administer or Review
Note: Any significant change in
circumstances (including entering
custody) requires the assessment to
be reviewed.
Review and/or develop a case plan
based on:
- Input of young person in relation to
identifying issues and goals.
- YLS/CMI-AA and other sources of
information regarding risks and
needs
- Consultation with JJCW
(Community)
- Consultation with young person’s
family/guardian
- CSM meetings
- Any other relevant sources of
information
Implement case plan including
conducting and coordinating
interventions.
Conduct initial case conference
within four weeks from admission
date and thereafter as needed
Conduct Case Plan Reviews every
eight weeks or earlier in response to
significant change
Provide information to JJCW
(Community)/Intake Officer to inform
completion of Information to Court
Report (ITC) as required.
Assessment
Case Planning
Case Plan Implementation
Facilitate Case Conferences
First within 4 weeks and thereafter
as needed
Conduct Case Plan Reviews
Every 8 weeks or earlier in response
to significant change
COURT
Supreme Court Bail Granted
JJ supervisionNo JJ supervision
Found or Pleads Guilty
Supreme Court Bail Refused
Remain in Custody
YLS/CMI-AA: Review or Administer
Within 4 weeks from admission
date
Develop or Review Case Plan
Within 4 weeks from admission
date
Update Case Plan
Support Court process as required
Information to Court (ITC)
Flowchart 4
Flowchart 2
Liaise with JJCW (Community) -
case management update and handover
Coordinate custody input
Key
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Flowchart 4: Young person receives control order
and/or is on remand at time of sentence
Once a young person pleads or is found
guilty the JJCW (Community) completes the
Background Report (BGR) and
re/administers the YLS/CMI-AA.
If the young person is in custody at this
time the JJCW (Custody) provides the
JJCW (Community) with information
relevant to the BGR and YLS/CMI-AA
(Note: information provided MUST be
casenoted in order to constitute a source
of information in a BGR).
If a young person is sentenced to a
Control Order:
- If the YP was on bail at sentence the
JJCW (Custody) reviews the YLS/CMI-AA
on the basis of entering custody (as this
warrants a change in circumstances).
- JJCW (Custody) completes/updates the
case plan to include interventions relating
to the control order (i.e. criminogenic risks
and needs related to offences for which
YP has been subject to Control Order) as
well as other issues/risks/needs/ goals as
identified by young person, JJCW
(Community) and family/other relevant
parties (note: if YP is to be transferred,
outgoing centre JJCW should ensure all
documentation is up to date) .
- Maintain responsibility for facilitating case
conferences and case plan reviews, and
updating the case plan until such time as
case management is handed over to
JJCW (Community) (at least two weeks
prior to YP exiting custody).
- Commence focussed discharge planning
(Flowchart 5) in close collaboration with
JJCW (Community) prior to YP’s release:
o 16 weeks prior for Parole Jurisdiction
o 12 weeks prior if the young person
will be 18 or over at time of release
o Eight weeks prior for all other YPs
Young person in COMMUNITY
Young person on REMAND
Found or pleads GUILTY
YLS CMI-AA
Background Report Completed by
JJCW (Community)
SENTENCE
Control OrderCommunity
Order
JJ supervision
Flowchart 5
Liaise with JJCW (Community) - case
management update and handover
Assessment & consideration of eligibility for 24
(1)(c)Complete within
four weeks
Case PlanningComplete within
four weeks
Case Plan implementation
with Control Order intervention focus
Facilitate Case ConferencesFirst within four weeks of sentence, thereafter as
per need
Conduct Case Plan ReviewsEvery eight weeks or earlier in response to
significant change
Support JJCW (CO) to
complete
Review YLS CMI-AA if YP
was on bail
Develop or update case plan
Update Case Plan
Provide relevant collateral
information
Key
PROCESS TASKS WHEN TIMEFRAME
HANDOVER
Case management update/handover with JJCW (Community)
If no JJCW (Community) listed, bring to attention of AMCS. Make contact with YP’s family and explain your role as JJCW (Custody) If YP is subject to a Control Order consider eligibility for 24 (1)(c) and
action if applicable
Control Order OR bail refused next Court
appearance > 2 weeks.
Within 2 business days of admission
ASSESSMENT
YLS/CMI-AA:
REVIEW and RE-ADMINISTER: YP has a current YLS/CMI-AA on CIMS or has had one administered in the past
ADMINISTER: YP has never had a YLS/CMI-AA entered on CIMS
Next court date is over 2
weeks away AND
A background report has not been requested.
Within 4 weeks of admission
Ongoing Assessment
Review and re-administer YLS/CMI-AA if any of the following criteria are met:
Significant change in circumstance
Additional information
Every 6 months Refer to Case Management policy and procedure
Any criteria are met Commence within 5 business days of meeting any criteria
Liaise with psychologist: seek feedback and collateral information to inform assessment.
Whenever commencing or reviewing assessment
At assessment commencement
Gather collateral information relevant to informing comprehensive assessment. At assessment commencement
Ongoing Case Management Process Map
17
18
PROCESS TASKS WHEN TIMEFRAME
CSM
Attend CSM when YP is listed:
Seek information to inform assessment.
Present assessment outcomes.
Seek input in relation to the development of YP’s case plan.
Present YP’s case plan and update as reviewed.
Provide observation and feedback to inform CSM risk assessment.
Bail refused and YP’s next Court
date is > 2 weeks away OR YP
subject to Control Order
Weekly scheduled meeting day and time
LEAVE
Support and assist with leave applications where required.
Discuss and ascertain support for leave at case conference.
Input activities arranged into case plan where appopriate.
Review detainee and supervisor leave feedback forms and identify/respond to any issues and concerns.
YP has a scheduled or
expected release date
Discuss and ascertain support at case conference
INCENTIVE
SCHEME
Support YP to understand and participate in Incentive Scheme on an ongoing basis.
Ongoing Ongoing
Attend YP’s CAM meeting as appropriate:
Support YP’s participation and understanding of CAM.
Contribute to determination of incentives and movements between stages.
Assist YP to identify strategies that will assist them to maintain behaviour in order to meet case plan goals in collaboration with KW.
Attend to any follow-up actions
Bail refused and next Court date > 3
days away OR
YP subject to Control Order
Weekly scheduled meeting day and time as needed
BAIL
Work collaboratively with JJCW (Community) (who lead coordination of remand interventions) to address YP’s bail refusal risk and/or meeting S28 bail requirements, including providing explanation and updates to YP and family where appropriate.
Ongoing Ongoing
Supreme Court Further Release Application:
Provide the JJCW (Community) with information relevant to the ITC
Contact from JJCW (Community) or
Court Intake Officer.
As per court’s requirement
PROCESS TASKS WHEN TIMEFRAME
BAIL
report.
Explain/provide update information to YP and family where possible
Case management update/handover with JJCW (Community) where YP has continued Juvenile Justice involvement.
YP released on bail Next working day after YP’s release on bail
CASE PLAN
Conduct a caseplan review with YP and in consultation with JJCW (Community), KW, UM and psychologist (where involved). Refer to Case Management Policy and Procedure:
Liaise with and wherever possible support the direct participation of JJCW (Community)
YP has current case plan
developed by JJCW (Community)
Within 4 weeks of admission OR receiving a Control Order;
thereafter every 8 weeks or earlier in response to significant
change
Develop case plan with YP and in consultation with JJCW (Community) KW, UM and psychologist (where involved).
Continue to conduct caseplan reviews. Refer to Case Management Policy and Procedure
YP has no current case plan
CASE
CONFERENCE
Facilitate case conferences:
Liaise with and encourage participation of appropriate parties (Family; JJCW (Community); KW; UM; psychologist)
Support YP and families understanding and participation in case conference
Chair case conference
Attend to and/or monitor follow-up actions (including subsequent case plan reviews)
For a young person who will be subject to Parole refer to Parole Policy and Procedure
Admission Receives Control Order Scheduled Change in circumstances
4 weeks from admission OR receiving a Control Order; thereafter based on need EXCEPT Discharge (see
Discharge and Exit)
19
20
PROCESS TASKS WHEN TIMEFRAME
INTERVENTION
Engage YP in interventions identified within case plan (CHART, X Roads etc.) When identified in
caseplan Meet with YP on a weekly basis
(minimum)
Case manage provision of other interventions:
Make referrals for internal and/or external interventions identified within case plan (e.g., agency endorsed programs and/or psychologist)
Encourage and support YP’s engagement
Track and monitor YP’s engagement and progress
Case plan completed and interventions
identified
Ongoing once case plan established
DRMP
Support YP to understand DRMP and encourage YP’s engagement with psychologist to address behaviours as appropriate
Refer to Detainee Risk Management Plan procedure
YP becomes subject to DRMP
As required
BACKGROUND REPORT
Liaise with JJCW (Community) and identify what (if any) custodial information is required for the BGR and the timeframe for providing information.
Take lead in coordinating and providing custody related information to JJCW (Community) within agreed timeframe.
NB: Conversations between caseworkers MUST be casenoted in order to constitute a source of information in a BGR.
If/when a YP has a background report
ordered
As per JJCW (Community)
request
WARATAH PROGRAM
Identify if/when YP is suitable for referral to program
Complete referral in consultation with JJCW (Community).
If/when YP is a suitable candidate
If/when YP is a suitable candidate
WORK RELEASE &
WORK EXPERIENCE
Collaborate with UM and KW to identify if/when YP is suitable to attend work release/ experience opportunities
Discuss with YP their interest in participating in work experience/release
Conduct case conference and input activities arranged into case plan
If/when YP is a suitable candidate
If/when YP is a suitable candidate
PROCESS TASKS WHEN TIMEFRAME
WORK & DEVELOPMENT ORDERS (WDO)
Ascertain if YP has existing WDO (refer custody intake form)
Discuss potential for YP to complete WDO activities whilst in custody with KW, UM and AMCS, as well as YP.
Record WDO activities agreed to on YP’s case plan.
Liaise with JJCW (community) and establish plan for YP to complete WDO activities in custody
Establish reporting arrangements to ensure YP’s WDO hours are recorded in the Revenue NSW Portal
NB: Local processes are supported whilst new policies and procedures for WDO are in development. Once implemented the new policies and procedures will take precedence.
Check with all YP on remand for greater
than two weeks.
Ongoing task for all YP with Revenue NSW debt
YOUTH JUSTICE CONFERENCE
Ensure YP is aware of any outstanding Conference Outcome Plan. Liaise with formal monitor of Conference Outcome Plan (JJCW (Community) or other) and discuss/identify how YP will progress with plan whilst in custody. Arrange for young person to have contact with the YJC Convenor
Assist YP to complete requirements of Conference Outcome Plan whilst in custody
YP has outstanding YJC or receives YJC
whilst in custody
Check if YP has outstanding conference plan
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Discharge
and Exit
Admission & Assessment
Ongoing Case Management
Discharge & Exit
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Discharge planning should commence from the time the YP enters custody (i.e, there should be a constant focus on
preparing the YP for transition back to community). More intensive and focussed work should commence in partnership
with JJCW (Community), at least eight weeks prior to a young person’s scheduled or anticipated release:
This period is focussed on preparing the young person for their transition to community or an adult correctional
centre
If a young person is deemed suitable for transfer to an adult correctional centre or is subject to automatic transfer
(S19), the JJCW (Custody) leads the process of completing the Centre Report. If it is confirmed that a YP is to be
transferred, the JJCW (Custody) completes the Detainee Transfer Notification and hands over any outstanding
casework matters to the welfare unit of the correctional centre.
If the YP is to be released into the community with Juvenile Justice supervision it is crucial that the JJCW (Custody)
work hand-in-hand with the JJCW (Community) throughout this period. Handover of lead case management
between JJCW (Custody) and JJCW (Community) should occur at least two weeks prior to exit from custody, but
this must continue to be a collaborative process with both caseworkers involved.
When a young person will be 18 years or over at time of release, refer to Community Supervision for 18 and Over
policy and procedure.
The young person should commence regular leave to prepare them for eventual release where possible.
If a young person will be subject to a period of Parole, refer to the Parole policy and procedure.
Discharge case conferences should occur at least eight weeks prior to release and involve both JJCW (Community)
and JJCW (Custody), as well as family and other significant parties.
The Case Plan should be reviewed every eight weeks or earlier in response to significant change. Refer to Case
Management Policy and Procedure. Case Plan should be updated and include goals focussed on supporting
discharge at least six weeks prior to release.
A final discharge case conference should occur two weeks prior to YP’s release.
Flowchart 5: Discharge and Exit
Parole Jurisdiction
report
Flowchart 4
Pre-release (Discharge) Case Conferences
First at least eight weeks prior to release
Last two weeks prior to release
Discharge Case PlanningShould commence at admission and increase
in intensity from eight weeks prior to release
SYORP report
Support JJCW (Community) to
complete
Correctional Centre Transfer
JJ Supervision
Parole Community Based Order
Complete Centre Report
Complete Centre Report
Case management
handoverTwo weeks
prior to release
Approved for transfer
Not approved for transfer
Detainee Transfer
Notification
CCNSW Supervision
Liaise with JJCW (Community) - case
management handover
Two weeks prior to release
Key
PROCESS TASKS WHEN TIMEFRAME
PRE-RELEASE
(DISCHARGE)
CASE
CONFERENCES
Facilitate pre-release case conference’s in partnership with JJCW (Community):
Liaise with and encourage participation of appropriate parties (e.g. Family; JJCW (Community); CCNSW; KW; UM)
Support YP and their family to understand and participate in case conference
Chair case conference and record on CIMS
Attend to and/or monitor follow-up actions
Utilise information from discharge case conference to complete a case plan review with the young person and JJCW (Community) and ensure it includes reintegration strategies
Record and update Case Plan
Ensure YP has a relapse prevention plan prior to release
YP has a scheduled or expected release date
First: At least 8 weeks prior to YP’s release date
Final: 2 weeks prior to YP’s release
Additional on needs basis
DISCHARGE Complete Casework section of Discharge Checklist
Complete lead case management handover with JJCW (Community)
YP has a scheduled or expected release date
Finalise at least 2 weeks prior to YP’s release date
If YP will be 18 or over at time of release refer to Community Supervision for 18 and Over Policy and Procedure, collaborate with JJCW (Community) 12 weeks prior to release to follow process to complete ‘Eligibility Assessment’
YP will be 18 or over at time of release
Process begins 12 weeks prior to discharge
Case management pre release update discussion between JJCW (Custody) and JJCW (Community)
YP is approaching day of release
1-2 days prior to YP’s release
Discharge and Exit Process Map
24
PROCESS TASKS WHEN TIMEFRAME
LEAVE
Support and assist with leave applications where required.
Discuss and ascertain support for leave at case conference.
Input activities arranged into case plan where appopriate.
Review detainee and supervisor leave feedback forms and identify/respond to any issues and concerns.
YP has a scheduled or expected release date
Discuss and ascertain support at case conference
SYORP Report Take lead in gathering information and completing Centre Report
Ensure all required documentation is attached to the SYORP application
Meet regularly with AM to discuss report preparation (i.e., check-in and guidance) and seek final approval
Discuss SYORP report recommendations with YP
YP convicted of serious indictable offence
As per AM advice
PAROLE
Refer to the Parole policy and procedure.
Conduct Parole Case Conference in partnership with JJCW (Community) and CCNSW (if YP is to be released to CCNSW supervision)
Provide assistance in sourcing information and assisting JJCW (Community) to complete parole jurisdiction report.
YP is serving Control Order > three years
and may be eligible for Parole
Parole Case Conference at least 16 weeks prior to release.
Case management update/handover with JJCW (Community)
YP is released on parole
Within 2 working days of release on parole
25
PROCESS TASKS WHEN TIMEFRAME
CORRECTIONAL CENTRE
TRANSFER (Suitability & Preparation)
Identify if YP is suitable for consideration for transfer to adult correctional centre or is subject to automatic transfer (S19 Order).
Assist YP and their family to understand the transfer process- provide relevant information and act as point of contact regarding transfer.
Arrange and chair transfer case conference, collate information obtained and record.
Source information and complete the Centre Report.
Notify relevant parties of the decision of the Executive Director where involved
YP suitable for correctional centre
transfer or subject to S19
As per AM direction (note: S19 Centre Reports due 60 days prior)
CORRECTIONAL CENTRE
TRANSFER
If YP subject to S19 automatic transfer OR the Executive Director approves transfer:
Discuss at CSM prior to release
Ensure all casework documentation is up to date
Complete the Operations Detainee Transfer Notification- Discharge Summary.
Bring any casework/welfare concerns to the attention of correctional centre welfare personnel (i.e., casework handover)
Provide YP and family with updates and information regarding transfer
YP is to be transferred to adult correctional
centre
As per AM direction
26
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Notes
27
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